Document Processing Ways to centralize and streamline your Endangered Species Act document processing procedures

Introduction Topics of discussion 1. My current system for processing documents. 2. Creating a public folder. 3. Document handling 4. FTP 5. Final Step (how to track completed submittals)

Current System How we receive submittals from all 5 regions Since we process documents from all 5 regions it was necessary to set up a public folder that everyone could compiled reports and cover letters to in order to have a centralized location to receive, track, and process all of these documents. If all your staff is in one location that may not be necessary; but, if not then you may want to consider creating one.

Creating a Public Folder 1. Call your local Computer Support Desk and ask them to create a Public Folder in Outlook. 2. Once a folder is created, you will need to set it up to automatically forward any sent to it to the staff responsible for processing the documents

Creating a Public Folder (Cont) 3. To do this, you will need to use the Folder Assistant feature. 4. To access the Assistant, right click on your new public folder and choose “properties”

Creating a Public Folder (Cont) 5. Next, under the “Administration” tab, left click the “Folder Assistant Button.

Creating a Public Folder (Cont) 6. Once you click on the Folder Assistant button, a new dialog box will appear. 7. This dialog box allows you to set up a “rule” that tells the public folder what to do with s it receives.

Creating a Public Folder (Cont) 8. Click on “add rule”, this opens a dialog box that will allow you to automatically forward any this public folder receives to the staff responsible for processing the documents. (as well as anyone else who would like notification that a document has been received.)

Creating a Public Folder (Cont) 9. In the bottom left corner of the page you will see a checkbox “Forward” check it. 10. To the right of the checkbox is a button “To” click the button which opens up Outlook’s Global ; this allows you to select the addresses for all the people you want to notify.

Creating a Public Folder (Cont) 11. Once you have entered all the addresses, click the “OK” button located in the top right corner of the dialog box. 12. You have now set your Public Folder to notify you when a document has been received.

Document Handling Documents that are sent to the public folder should be in two parts: Documents that are sent to the public folder should be in two parts: 1. Cover Letter, as a Word document, and 2. Completed, and compiled report in either Word or PDF format Reports can arrive in several forms, electronically through the public folder , posted to a folder on a share drive, or in hardy copy from a consultant. Reports can arrive in several forms, electronically through the public folder , posted to a folder on a share drive, or in hardy copy from a consultant.

Document Handling (Cont) What works best Having the cover letter in Word format allows it to be edited if needed. Having the cover letter in Word format allows it to be edited if needed. Having the report already compiled drastically shortens the processing time for the admin staff, and also assures that the report is put together exactly the way it should be by the technical staff responsible for the report. Having the report already compiled drastically shortens the processing time for the admin staff, and also assures that the report is put together exactly the way it should be by the technical staff responsible for the report.

Document Handling (Cont) 1. Print out a copy of the report, and the cover letter (on Letterhead). 2. Get review and signature You will need to discuss with the signing Manager if they want someone to check the report of accuracy before they sign it or if they will check the report themselves i.e., quality control

Document Handling (Cont) 3. If the report is not already in PDF form, convert it to PDF using the Professional version of Adobe. 4. Once the report has been signed, scan the signed cover letter into PDF and combine it with the PDF version of the report.

Document Handling (Cont) 5. GE currently store electronic copies of all the documents we receive. (Both original versions and the completed PDF versions) That way we can refer back to the source documents if need be. It is highly recommended that regional admin offices place electronic copies of the source documents in their appropriate folder in the admin_correspondence_by key folder on the env_sec share drive so we have access to the source documents should changes need to be made and the report resubmitted.

Document Handling (Cont) The signed original document is then mailed out to the person (s) named on the cover letter (s). The signed original document is then mailed out to the person (s) named on the cover letter (s). All the cover letter templates should have a cc list that will tell you if who on the cc list needs a hard copy, and who can receive the ftp Cover Letter Templates can be found here: Cover Letter Templates Cover Letter Templates (Transmittal Posting Folder in the Natural Resources Unit folder on the env_sec share drive)

BA Template Examples 1. BA submittal template to FHWA BA submittal template to FHWA BA submittal template to FHWA 2. BA submittal template letter for informal consultation to NMFS or USFWS BA submittal template letter for informal consultation to NMFS or USFWS BA submittal template letter for informal consultation to NMFS or USFWS 3. FHWA No Effect Document Template FHWA No Effect Document Template FHWA No Effect Document Template 4. FHWA Template ghost letter to NMFS or USFWS FHWA Template ghost letter to NMFS or USFWS FHWA Template ghost letter to NMFS or USFWS

FTP Why we changed from hard copy mailings In order to cut down on the number of hard copies distributed, only send hard copies to the following: In order to cut down on the number of hard copies distributed, only send hard copies to the following: 1. Federal Agencies 2. Those who do not have internet access 3. Those with only dial-up internet access 4. Special requests from regulators Send everyone else an with a link to our ftp site, where copies of signed reports are posted

FTP (Cont) 1. You can access the FTP site by clicking on your Windows Start button, then selecting “run”. 2. When the dialog box opens type in \\s0442c\ftp\projects\admin\NRU this will take you to the location where we post the signed reports for people on the cc list to download. \\s0442c\ftp\projects\admin\NRU

FTP (Cont) 3. Once the FTP window opens simply copy and past a copy of the signed report onto the FTP site. Keep the window open; you will need to refer back to it during the ing process 4. Using the template I have provided, generate an new to the everyone on the cc list.

FTP (Cont) 5. In the template are two hyper links, the top one is for those people who are within the State computer network, the lower one is for those outside it. 6. To complete the link to the report you just placed on the FTP site, return to the FTP window, right click on the report, copy the file name and paste it at the end of the two links. This will complete the links.

FTP (Cont) 7. Once you have filled out the template simply send the . Please remember that the ftp site is designed as a temporary posting site, we are strongly encouraged to only keep files on the site for 10 days to keep it from being overloaded. Please remember that the ftp site is designed as a temporary posting site, we are strongly encouraged to only keep files on the site for 10 days to keep it from being overloaded.

Final Step  An easy way to track if something has been completed is to create a second public folder (I call mine “NRU Trans –Final”).  Simply reply back to the original with “done” in the body, and everyone on the public folder distribution list will be informed that the report has been sent out.

Final Step (Cont) Then drag the original and drop it into the NRU Trans-Final folder and then drag and drop the “done” response into my own personal folders I created to track which reports I did. (if you decided to do that) Then drag the original and drop it into the NRU Trans-Final folder and then drag and drop the “done” response into my own personal folders I created to track which reports I did. (if you decided to do that)

Thoughts This process, is exactly that, a process, what works for me may not work as well for you. Take what I do and adapt it to your situation; it is designed to be flexible and adaptable. This may seem lengthy and complicated, but once you have your process set up and are familiar with it, it is fairly simple and quick. Just remember to keep communicating with your staff to make sure they give you what you need to make this whole thing stay simple and quick. This process, is exactly that, a process, what works for me may not work as well for you. Take what I do and adapt it to your situation; it is designed to be flexible and adaptable. This may seem lengthy and complicated, but once you have your process set up and are familiar with it, it is fairly simple and quick. Just remember to keep communicating with your staff to make sure they give you what you need to make this whole thing stay simple and quick.

Support I know this can seem overwhelming and confusing when you first look at it, I want you to know that you can feel free to call on me for any help you need or to answer any questions you might have, we are all in this together. I know this can seem overwhelming and confusing when you first look at it, I want you to know that you can feel free to call on me for any help you need or to answer any questions you might have, we are all in this together.